Trade Fair Organisation A–Z

Stand planning

Procedure System set-up, graphics & furnishings

Deadline: The deadline for approving the stand design is 25 September 2026.

Actions to be taken by the deadline

Order additional stand equipment from the MyEasyfairs online shop
Select all-inclusive furniture and bonus items and order them from the MyEasyfairs online shop
Check and approve the technical stand drawing
Send print files for stand graphics to the operations team
Send the print file for the logo on the top panel (cube) to the operations team
Check and approve graphic layout

The Easyfairs Operations department will support you throughout the entire process:

Timeline	Action
11 weeks before the deadline (approx. 17 weeks before the trade fair)	Initial information email containing all key details regarding stand construction planning and an initial technical stand drawing for review, notification of any requested changes and approval
Within the following 2 weeks	Telephone contact to coordinate initial planning details
6 weeks before the deadline	Second reminder email
Ongoing	Coordination and finalisation of the stand design
2 weeks before the deadline	Third reminder email
3 days before the deadline	Final reminder of the impending deadline
25. September 2026	Approval of the stand design, closure of the online shop

Written approval is required for the stand design. If no feedback is received regarding the most recently sent technical stand drawing and graphic layout, the design shall be deemed approved.

Exhibitor flat-rate insurance

Registration for the trade fair automatically includes participation in the exhibitor’s comprehensive insurance package. The insurance offers comprehensive cover for the key risks associated with taking part in the trade fair.

Scope of cover

Public liability insurance: Proof of insurance is required for all Easyfairs trade fairs.
Cancellation insurance: Cover in the event of non-attendance through no fault of your own.
Property insurance: Cover for damage to or loss of exhibition equipment, including transport.

Cost: €195

The insurance partner is Inevexco. Communication regarding the exhibitor’s comprehensive insurance is handled directly by the insurance partner.

If you already have adequate insurance cover, you may opt out of the exhibitor’s comprehensive insurance upon provision of appropriate proof.

Further information can be found in the registration form, in the Terms and Conditions of the trade fair organiser and on the Inevexco website.

Order deadlines & surcharges

The deadlines specified for additional orders in the MyEasyfairs online shop are binding due to our collaboration with service partners. Late orders are subject to a surcharge on top of the standard price.

Orders placed after the deadline and following the closure of the online shop (6 weeks before the trade fair) are only possible by individual arrangement with the Operations Team.

Period	Surcharge
Up to 5 weeks before the fair (closure of the online shop)	Standard price
From 5 weeks before the trade fair until the service day	+30 %
On the service day	+50 %
On the day of the trade fair	+100 %

Own stand construction

A bespoke stand is defined as one that deviates from the event’s standard stand design. This requires approval, must fit in with the exhibition concept and comply with Easyfairs’ stand construction guidelines.

Deadline: Registration with the Operations Team must be completed no later than 8 weeks before the exhibition.

The currently valid stand construction guidelines are available from the Operations Team.

GEMA registration

Where performances or the playback of media take place at the stand – for example, music in promotional films – GEMA fees may apply. The exhibitor is responsible for registering with GEMA in good time and for paying the fees.

Graphics

Printing on the top panel (cube) is included in the stand package. The logo for this must be emailed to the Operations Team by the graphics deadline.
Print format: 950 mm x 1000 mm as a .pdf or .eps file.

Additional print elements can be booked at an extra cost via the online shop in MyEasyfairs.

Final artwork must be submitted to the Operations Team by the deadline and in accordance with the artwork guidelines. Once the deadline has passed, we cannot guarantee that the artwork will be produced.

Furniture orders

All-inclusive furniture and bonus items included in the stand construction package will only be provided if they are ordered via the online shop by the deadline.

All-inclusive furniture (chairs, tables, bar stools, high tables, wastepaper baskets)
All-inclusive furniture is included in the stand construction package, but must be ordered free of charge via the online shop. No furniture will be provided unless an order is placed.

Bonus items (counters, sideboards, display cabinets, podiums)
Bonus items are also included in the stand construction package, but only in limited quantities. These must also be ordered free of charge via the online shop. Additional orders for bonus items exceeding the quantity included in the package will be charged at the standard price after the deadline has passed.

Why order?
An order is required for stand planning. Unless an order is placed, it will be assumed that no specific furniture is required.

Notes:

Furniture included in the stand package cannot be exchanged for other items.
Unused standard furniture does not result in a price reduction.
Unused furniture must be left in the hall aisles on the service day; it will be collected by the exhibition team.

MyEasyfairs

MyEasyfairs is the central portal for managing your profile, trade fair participation, visitor invitations and post-fair leads.

Increase visibility

Create a profile with unlimited content
Year-round visibility, regardless of events
Analysise visitor interactions with your content

Connect with the right contacts

Send trackable invitations to your own network
Receive SMS notifications when invited contacts arrive at the trade fair
Direct qualified visitors straight to your stand

Easy lead capture

Centralised management and download of all leads
Complete visitor data for easy follow-up

Organising your trade fair participation

Registration of stand staff
Processing all orders via the MyEasyfairs online shop

Online shop

The online shop is used to order additional stand equipment, further printed materials and furniture, and can be found in your MyEasyfairs account under Edit stand → Webshop & Orders.

Closure of the online shop: 6 weeks before the fair

No automatic order confirmation will be sent by email.
Orders placed can be viewed after approval by the Operations Team under Edit Stand → Webshop & Orders.
Orders placed after the deadline and following the closure of the online shop are only possible by individual arrangement with the Operations Team.
Once the deadline has passed, timely delivery cannot be guaranteed. Later orders will be assessed on a case-by-case basis and processed where possible.

Stand construction system

The ‘Megawall’ system

Modular frame system
Flexible stand construction system with the design aesthetic of bespoke exhibition stand construction
Frames are fitted with white PVC panels
The stand can be used 100% as advertising space
Attachment of continuous, full-surface textile graphics

Wall module
100 cm (width) x 248 cm (height)

Large-scale, seamless printing across multiple wall modules is possible
Printing on individual wall modules is also an option

Top panel (cube) for logo and stand number
100 cm (width) x 100 cm (height)

Printing with the exhibitor’s logo or name as text on a white background is included in the all-inclusive package price
Please note: The clear height beneath the cube is approx. 248 cm!

The currently valid stand construction guidelines are available from the Operations Team.

Note:
Please ensure that no material or adhesive residue is left on the walls. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.

Stand security

The halls will be locked after set-up or at the end of opening hours. This excludes any liability for your exhibition goods.

Individual stand security can be booked up to 6 weeks before the trade fair by contacting:

Sicherheit OWL GmbH & Co. KG
Benzstr. 23
D – 32108 Bad Salzuflen
Tel: +49 (0) 5222 / 99 89 991
Fax: +49 (0) 5222 / 99 89 992
Email: info@sicherheitowl.de

Stand catering

As the trade fair provides full board, no individual stand catering is available. The Operations Team is available to answer any queries.

Stand cleaning

Stand cleaning is included in the participation fee and takes place on the evening before each exhibition day. It includes vacuuming the floor, emptying the bins and cleaning table and counter surfaces.

Please note:
Residues of materials and adhesive on the walls must be avoided. In the event of soiling or damage, Easyfairs reserves the right to charge for the costs incurred.

Technical connections: Compressed air

Compressed air connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.

The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.

Technical connections: Internet

If a LAN connection is required in addition to the general Wi-Fi, this must be requested from the Operations Team in good time (subject to a charge) and indicated on the technical stand drawing.

The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.

Technical connections: Electricity

Additional power connections must be ordered in good time via the MyEasyfairs online shop and marked on the technical stand plan.

The technical guidelines of the venue must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.

Electrical equipment

All connections are fitted with RCDs (≤ 30 mA). For insurance and legal reasons, machinery and exhibits may only be operated with RCDs. For appliances with an integrated residual current circuit breaker, connection is possible without a separate residual current circuit breaker.
Earth-protected cables for exhibits and electrical appliances are not included in the connection and must be ordered separately from the online shop.

Technical connections: Water

Any additional technical connections must be ordered in good time via the MyEasyfairs online shop and indicated on the technical stand plan.

The venue’s technical guidelines must be observed. Technical work may only be carried out by the official stand construction partner. The Operations Team offers bespoke solutions and advice.

Important on site

Arrival

Exhibition centre address:
Bad Salzuflen Exhibition Centre
Hall 20 / Hall 21
Benzstr. 23
32108 Bad Salzuflen
Germany

By train
Arrive relaxed and travel sustainably: Deutsche Bahn offers travel to the exhibition at attractive special rates. Discounted tickets can be easily booked via Deutsche Bahn’s booking portal.

Exhibitor passes

Personalised exhibitor passes are free of charge and grant access to the exhibition halls during set-up and dismantling periods, as well as throughout the exhibition.

Register stand staff
Up to 2 weeks before the start of the exhibition in MyEasyfairs at:
Edit stand > Manage your staff > Stand staff > + New

Collect passes
Show the QR code from the confirmation email at the service point on the day before the fair, or at registration during the fair.

Stand size	Free exhibitor passes*
Up to 16 m²	3
Up to 24 m²	4
Up to 45 m²	6
Over 45 m²	By arrangement
Co-exhibitor	2

*Each additional pass costs €25.

Exhibitor evening

An exhibitors’ evening will be held at the exhibition centre again this year. Further information will follow shortly.

Exhibitor catering

Set-up day

Bistro, Hall 21: 11.00–16.00, drinks and snacks at your own expense
FMB Lounge: free coffee and a sweet treat all day long

Exhibition days

Bistros: Free hot and cold drinks all day for exhibitors and visitors
Vouchers: All trade fair participants will receive vouchers upon registration for a snack and a hot lunch in the bistro or trade fair restaurant (11.30 am–2.30 pm).

Event Forum

The following equipment is available for booked presentation slots:

Laptop
Projector
Speaker’s desk
Microphone system

The presentation must be sent in advance by email to anncathrin.hinkelmann@easyfairs.com. The presentation will be played on the laptop provided on site; it is not possible to connect your own laptop.

Videos must be embedded in a playable resolution. Audio playback is possible.

On site: Please arrive 10 minutes before the start of the presentation.

Wardrobe

Use of the cloakroom in the entrance area is free of charge for exhibitors and visitors.

Hall and site plan

Exhibition centre at a glance:

FMB takes place in Halls 20 and 21.

Click on the map to enlarge it. A detailed layout of the halls is available in the hall plan.

Hotel service

For hotel bookings, our partner Hotelservice-Deutschland.de offers a service with specially arranged preferential rates.

This booking option is currently being finalised and will be available shortly.

Job board

A job board is available on site for exhibitors to display their job vacancies free of charge.

Job vacancies in A4 format can be handed in at the Easyfairs information counter. They will be displayed on the job board.

Opening hours

Tuesday, Day 1 of the fair
9.00 am – 5.00 pm
Wednesday, Day 2 of the fair
9.00 am – 5.00 pm
Thursday, Day 3 day of the fair
9.00 am – 4.00 pm

Parking

Free parking is available throughout the exhibition grounds. There are no separate car parks for exhibitors.

No parking permit is required to access car parks P1 to P5. Please follow the instructions of the security staff.

Service points (Easyfairs team)

The Easyfairs Service Point is located in the FMB Lounge in Hall 20. Staff will be on hand to answer any questions during the following opening hours.

Monday, Service Day: 12:00–18:00

Collection of exhibitor documents (ID cards, meal vouchers)
Enquiries regarding electricity, compressed air and internet
Last-minute orders for furniture (subject to availability) and technical connections (no guarantee)
Complaints
Submission of
job advertisements for the job board
Wi-Fi login details
Enquiries regarding digital solutions
Other enquiries, issues and requests

Tuesday, Day 1 of the trade fair: 8.00 am–5.00 pm

Enquiries regarding electricity, compressed air and internet (8.00 am–10.00 am)
Submission of job advertisements for the job board
Wi-Fi login details
Enquiries regarding digital solutions
Other enquiries, issues and requests

Wednesday, Day 2 of the trade fair: 8.00 am–5.00 pm

Wi-Fi login details
Enquiries regarding digital solutions
Any other enquiries, issues or requests

Thursday, Day 3 of the trade fair: 8.00 am–4.00 pm

Wi-Fi login details
Enquiries about digital solutions
Any other enquiries, issues or requests

Wi-Fi

A separate Wi-Fi network is available to all exhibitors on the set-up day and during the exhibition days free of charge.

The public Wi-Fi network is not designed for the transfer of large amounts of data. We cannot guarantee uninterrupted internet access.

If you require a LAN connection in addition to the general Wi-Fi, please submit a request to the Operations Team in good time; this service is subject to a charge.

Build-up and dismantling

Set-up, set-up times

Monday, Service Day: 8.00 am–6.00 pm
Access for exhibitors is available throughout the entire period.

From 12.00: System stands are ready for occupancy and the Easyfairs Service Point is staffed.
12.00–18.00: Complaints are accepted at the Service Point.

An early or extended recovery period is only possible following consultation with the surgical team.

Dismantling, dismantling times

Thursday, Day 3 of the fair: 4.30 pm–10.00 pm
Clearance of system stands and dismantling by exhibitors; hall doors open

Friday: 8.00 am–12.00 pm
The collection of heavy machinery or other materials on Friday is only permitted by prior arrangement with the organiser.

Information on dismantling

Dismantling or clearing the stand is not permitted during the official exhibition hours.
Pack exhibits and label them with your company name, mobile number and stand number.
Take all items you brought with you away in full.
Please return cabin keys to the respective cabin lock after the event has ended.
Please leave the Smart Badge Reader on the stand provided for this purpose.
There will be no hall security during the dismantling phase.

Waste disposal

If you have large quantities of waste and require containers, the relevant operations team is available to assist you.

Note on waste separation:
To ensure the event is as sustainable as possible and to avoid unnecessary waste, we ask that you make consistent use of the available waste separation systems and minimise the use of packaging and printed materials as much as possible.

Directions for set-up and dismantling

Access to the exhibition grounds

Please use the signposted access routes. Access to the hall entrance is subject to capacity and the instructions of security staff. There is no entitlement to direct access.
On the final day of the fair, vans, lorries and vehicles with trailers may only enter the grounds after the fair has closed and authorisation has been granted.

Traffic and Safety

The German Road Traffic Regulations (StVO) apply throughout the exhibition grounds. Visitors must follow the instructions of the car park and security staff. Due to seasonal visibility conditions, particular caution is advised.
Access roads, gates and escape and rescue routes must be kept clear at all times. Vehicles or materials obstructing these routes will be removed at the owner’s expense.

Loading and unloading

Once unloading is complete, vehicles and trailers must be removed from the loading bays immediately and parked in accordance with the instructions of the security staff.
No deposit is required for delivery.

Further information

Private vehicles are not permitted in the exhibition halls.

Delivery and collection

Delivery directly to the stand

Exclusively on Monday (service day), 8.00 am–8.00 pm
Storage charges will be applied if delivery is made too early.
Individual or preferred delivery dates are only possible subject to prior agreement with the Operations Team.

Delivery address

Bad Salzuflen Exhibition Centre
Hall 20 or Hall 21
FMB Trade Fair for Mechanical Engineering
EXHIBITOR NAME
Hall 2x, Stand XXX / Contact person XXX (Tel.: XXX)
Benzstraße 23
32108 Bad Salzuflen

Important information

Easyfairs does not accept deliveries on behalf of exhibitors and accepts no liability for goods delivered.
A person authorised to accept deliveries must be present on site and available by telephone.

Floor load capacity

Floor load capacity and dimensions of the hall doors:

Hall 20
Doors: 5.00 m high; 4.50 m wide
Floor load: Point load > 5 t

Hall 21
Doors: 5.00 m high; 4.50 m wide
Floor load capacity: point load > 5 t

Heavy machines

Heavy machinery/exhibits weighing over 1,000 kg and/or bulky machinery/exhibits measuring over 120 × 80 cm (Euro pallet) must be registered with the organiser and the official exhibition freight forwarder. The freight forwarder’s designated delivery zones must be observed.

Deadline: Registration with the Operations Team and the exhibition freight forwarder by 19 October 2026 at the latest

Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs.Leipzig@dsv.com

Freight forwarding and exhibition logistics

Freight forwarding, pallet trucks, forklift trucks, storage of empties and heavy/bulky exhibits

Contact:
DSV Fairs & Events GmbH
Riemannstrasse 29b
04107 Leipzig
Fairs. Leipzig@dsv.com

Notes:

Vehicles, forklift trucks, containers and motorised industrial trucks may only be operated within the halls by the official exhibition freight forwarder.
Exhibition staff do not accept or store exhibition goods. Receipt, storage and invoicing are handled directly by the official freight forwarder.
Loading and unloading dates and prices must be agreed directly with the freight forwarder.

Customs clearance

All customs regulations of the host country must be complied with. This applies in particular to the customs clearance of goods imported on a temporary basis, e.g. exhibits; the customs declaration of goods imported on a permanent basis, e.g. promotional items and information material; and the registration of staff working on the exhibition stand.

Easyfairs does not handle customs clearance or bear any associated costs, and accepts no liability for breaches of legal provisions.